Executive Coordinator

3 weeks ago

San Francisco, United States Mental Health Association of San Francisco Full time $27 - $32
Job DescriptionJob Description

POSITION TITLE: Executive Coordinator

POSITION TYPE: Full-time (40 hours); non-exempt

PAY RANGE: $27-$32/hourly

REPORTS TO: President & CEO

HOURS: 9am-5pm, Monday-Friday in-person in San Francisco (flexible hybrid remote work options).

Some schedule flexibility may be required for urgent situations

BENEFITS:

  • 100% Employer Paid Medical: Kaiser HMO or Blue Shield PPO
  • 100% Dental, vision, life & long-term disability coverage; EAP
  • Over 30+ days of PTO, including 10 vacation days (baseline), sick days, personal days, and major holidays
  • Health and Dependent Care FSA, Commuter Check, and 403(b) options available
  • Ongoing access to MHASF continuing education and skill-building workshops- all training time paid
  • Excellent opportunity for advancement-over 70% of our staff have been promoted internally at least once

ABOUT THE MENTAL HEALTH ASSOCIATION OF SAN FRANCISCO (MHASF):

MHASF is a mental health peer-run nonprofit located in downtown San Francisco and has been serving people and agencies across the Bay Area since 1947. As mental health consumers, we center the lived expertise of people with mental health challenges in our advocacy, education, and support programs. We believe that dignity and recovery in mental health are something everyone can experience. Our staff is dedicated to creating spaces for learning and healing around stigmatized and under-resourced areas in mental health-hoarding and cluttering behavior; post-hospitalization peer support; mental health and nutrition; peer mental health workforce development; and much more.

OVERVIEW OF POSITION:

The Executive Coordinator (EC) for the office of CEO. The EC will provide coordination and administrative support for the CEO, Director's Team, Board of Directors, and projects. The EC's primary responsibility will support the CEO by establishing and managing internal and external relationships while providing consultative guidance in prioritizing and managing the CEO's schedule and projects, taking notes at meetings, representing the CEO at meetings, organize and prepare for meetings, and other tasks pertaining to the office of the CEO. The Executive Coordinator will serve as a liaison to the Board of Directors, Department Directors, Associate Directors, and key stakeholders, organizing and coordinating schedules and providing administrative support when necessary.


TOP 3 RESPONSIBILITIES:

  • Manage the CEO's calendar and schedules, book and arrange travel, including complex and detailed itineraries, complete expenses reports, etc.

  • Performing executive assistance and support to the President & CEO including calendar management, scheduling, and coordinating meetings, writing and editing communications, drafting memos, and preparing communications and documents on the CEO's behalf

  • Help maximize the time of the CEO in alignment with their priorities, ensure their schedule is followed and respected

ADDITIONAL RESPONSIBILITIES:

  • Performing executive assistance and support to the President & CEO including calendar management, scheduling, and coordinating meetings, writing and editing communications, drafting memos, taking meeting notes, and preparing communications and documents on the CEO's behalf
  • Support the CEO's and director's, Board of Directors meeting calendars and schedules, book and arrange travel, including complex and detailed itineraries, complete expenses reports, etc.
  • Track and follow-up on key discussions and decisions at meetings with the CEO
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages for the CEO
  • Coordinate meetings, arranges appointments, arranges for, and confirms meeting logistics (A/V equipment set-up, physical lay-out of meeting room, catering, etc.) to ensure meetings are well organized and effective
  • Support the management day to day calendars of the Director's team, executive meeting space
  • Draft, review, and communicate directly with key agency leaders, stakeholders both internal and external on behalf of the CEO
  • Assist with research for creation/modification of speeches, presentations, spreadsheets, and other various documents for the CEO
  • As directed by the CEO support scheduling for the Board of Directors and Department Directors
  • As needed travel to local and regional training sites and meetings as needed
  • Participate and present in department, agency, and stakeholder meetings
  • Coordinate with staff to follow up on tasks and requirements for the CEO and Director's Team
  • Other duties as assigned

As job descriptions cannot be exhaustive, the above list of responsibilities is intended to provide a general overview of duties to be assigned and in no way is a comprehensive list of position duties and responsibilities.

POSITIONS QUALIFICATIONS & SKILLS:

  • Commitment to upholding the mission and values of MHASF
  • Familiarity with the recovery movement, peer support model, and Bay Area resources
  • BA/BS degree or a minimum of 3-5 years of relevant professional experience that corresponds with the responsibilities for this position as noted above
  • Excellent written and oral communication skills; ability to organize and present complex information in a clear, accurate and concise manner
  • Professional-level computer skills including MS Word, Excel, PowerPoint, Slack, and Asana
  • Ability to move projects forward, organize information, and support staff for successful and timely completion
  • Demonstrated ability to organize, prioritize and coordinate work involving a wide variety of tasks and projects
  • Take initiative and work independently and collaboratively in following through on assignments
  • To gather and/or prepare background materials; to work and deal effectively with people of diverse cultural backgrounds
  • Work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures
  • Appropriately handle confidential information

SUCCESSFUL ATTITUDES & WORK APPROACHES:

  • Highly organized and resourceful, attention to detail, ability to multi-task and manage time well to accomplish all key tasks and deadlines.
  • Willingness to learn and support others, take, and provide constructive feedback, and adjust communication and behavior.
  • Affirmative and accepting towards people from diverse backgrounds and experiences.
  • Experience taking initiative to self-educate about unfamiliar subjects or concepts.

Bilingual/Bi-cultural individuals are strongly encouraged to apply.



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